Meeting request email to a prospect
The fastest way to kill a meeting request is to make the reader do the scheduling math. Propose concrete times and a clear reason.
Lead with their benefit, not your desire to connect.
Short answer
A strong meeting request states why the meeting matters to the prospect, proposes two or three specific time slots, and keeps the ask small. Vague "do you have time to chat?" emails stall; specific ones book. The template below is ready to personalize for cold or warm prospects.
Key takeaways
- Propose two or three specific times.
- State the outcome or agenda, not just "meeting."
- Keep it under 90 words and specify the length.
- Offer an easy fallback if the times do not fit.
The meeting request template
Reason first, then two slots.
- Subject: 15 minutes on {specific outcome}?
- Hi {First}, based on {trigger or observation}, there may be a quick win for {company} around {problem}. I work with {role}s on exactly this.
- Would Tuesday at 10am or Thursday at 2pm work for a focused 15 minutes? If neither fits, send a time that does and I will make it work.
Draft and send this with Ardovo
You do not have to start from a blank page. Tell Rook, Ardovo's AI operator, what you need (for example, "meeting request email to a prospect") and it drafts a version grounded in your real pipeline data, personalizes it for the specific contact or deal, and can send it or enroll it in a sequence in one step. Every template lives in one shared library, so your whole team stays on message and nothing gets rewritten from scratch.
Frequently asked questions
How do I ask for a meeting in a cold email?
Lead with the prospect's benefit, keep the ask small (15 minutes), and propose two or three specific times so they pick instead of scheduling from scratch. Specificity is what turns a request into a booked call.
Should I include a scheduling link or propose times?
For cold outreach, propose specific times; a booking link can feel presumptuous before a relationship exists. Once the prospect is engaged, a scheduling link removes back-and-forth and is welcome.
What length should I request?
Fifteen minutes for a cold first call. It is low-commitment and easy to say yes to. Reserve 30 or 45 minutes for warm prospects or demos where you have already earned the time.